How To Use Word

Producing a Thesis Using
Word 2013
Workbook
Edition 1
July 2014
Document Reference: 3807-2014
Producing a Thesis Using Word 2013
Contents
1. Introduction
University regulations ...................................................................................................... 1
Planning your document .................................................................................................. 1
Using the framework document ....................................................................................... 2
Backing up your work ...................................................................................................... 2
Submitting your finished document.................................................................................. 2
2. Working with your document

Viewing your document ................................................................................................... 3
Displaying formatting marks ........................................................................................ 3
Zooming in and out.......................................................................................................... 4
3. Formatting your document

Working with styles.......................................................................................................... 5
What is a style? .......................................................................................................... 5
Style types .................................................................................................................. 5
Styles and navigation.................................................................................................. 5
Task 3.1 Applying a style using the Styles gallery ................................................... 6
Task 3.2 Applying a style using the Styles pane...................................................... 7
Task 3.3 Modifying a style ....................................................................................... 9
Task 3.4 Creating a style ...................................................................................... 11
Task 3.5 Creating additional heading styles .......................................................... 13
Creating lists and numbered headings .......................................................................... 15
Working with lists ...................................................................................................... 15
Creating numbered headings .................................................................................... 15
Task 3.6 Creating numbered headings.................................................................. 17
Task 3.7 Modifying numbered headings ................................................................ 18
Task 3.8 Using the navigation pane ...................................................................... 20
4. Adding content
Using tables .................................................................................................................. 21
Formatting and structuring your table........................................................................ 21
Inserting data from Excel .......................................................................................... 21
Task 4.1 Creating a linked table ............................................................................ 23
Task 4.2 Breaking links ......................................................................................... 25
Working with images ..................................................................................................... 26
Editing images .......................................................................................................... 26
Placing images: inline versus floating ....................................................................... 26
Task 4.3 Positioning an image .............................................................................. 27
Creating captions .......................................................................................................... 29
Task 4.4 Inserting captions ................................................................................... 30
Task 4.5 Editing caption numbering ...................................................................... 32
Creating references ....................................................................................................... 33
Using footnotes ......................................................................................................... 33
Using endnotes ......................................................................................................... 33
If you require this document in an alternative format, such as large print,

please email is.skills@ed.ac.uk.
Copyright IS 2014
Permission is granted to any individual or institution to use, copy or redistribute this
document whole or in part, so long as it is not sold for profit and provided that the
above copyright notice and this permission notice appear in all copies.
Where any part of this document is included in another document, due
acknowledgement is required.

Creating cross-references ........................................................................................ 33
Task 4.6 Creating and deleting footnotes .............................................................. 34
Task 4.7 Creating cross-references ...................................................................... 36
5. Structuring your document

Using section breaks ..................................................................................................... 37
Using headers and footers ............................................................................................ 37
Task 5.1 Inserting section breaks.......................................................................... 38
Task 5.2 Creating different section headers and footers ....................................... 40
Task 5.3 Formatting page numbers ...................................................................... 42
Task 5.4 Creating a different first page ................................................................. 44
Task 5.5 Creating a landscape page..................................................................... 45
Task 5.6 Printing pages across sections ............................................................... 47
6. Bringing it all together

Proofing your content .................................................................................................... 48
Creating your final document ........................................................................................ 48
Inserting files ............................................................................................................ 49
Task 6.1 Inserting files .......................................................................................... 50
Creating tables of contents and figures ......................................................................... 52
Task 6.2 Creating a table of contents .................................................................... 53
Task 6.3 Modifying table of contents styles ........................................................... 54
Task 6.4 Adding new styles to the table of contents .............................................. 55
Task 6.5 Creating a table of figures ...................................................................... 56
Task 6.6 Updating tables of contents and figures .................................................. 57
1. Introduction
This workbook covers the process of creating a thesis using Microsoft Word 2013. It
looks at standards and regulations, planning, and the features in Word you need to use
to create a long, complex document.
University regulations
The University publishes regulations that govern the assessment of a thesis. You will find
the regulations at:
http://www.ed.ac.uk/schools-departments/academic-services/policiesregulations/regulations/assessment
There are also regulatory standards covering the format and binding of a thesis. Click on
the link Thesis Binding at:
http://www.ed.ac.uk/schools-departments/academic-services/policiesregulations/guidance
There may be additional department or school-specific regulations for layout and
formatting check before you start.
Remember: It is your responsibility to check that your thesis

complies with the University and departmental regulations and
standards.
Planning your document

When producing a large document, it is worth considering whether it should consist of
one large file or several smaller files which can be assembled at the end of the process.
If a single, large file becomes corrupted, you could lose everything. Additionally, a large
document can sometimes slow down tasks like navigating and spellchecking, especially
if it contains pictures and graphics.
An option is to create separate files for each chapter then assemble them into a single
document at the end. If you have to make changes after assembly, they should be made
to the original files, which can then be re-inserted into the document.
Think also about how you are going to name your document. Make sure you can identify
versions easily by using clear naming and numbering conventions.
If you need help with how to write a thesis and prepare for the examination process, the
Institute for Academic Development provides resources. For a full list of courses,
including the PhD Thesis Workshop, see:
http://www.ed.ac.uk/schools-departments/institute-academicdevelopment/postgraduate/doctoral/courses/course-list
1 Introduction
Using the framework document

To help you with formatting your document, we have provided you with a framework file
that complies with the regulations. You can download this file, along with the practice
files for this course, from the Working with Text section of our Documents Catalogue at:
www.ed.ac.uk/is/skills/documents-catalogue
You will find two versions of the file, with and without numbered headings.
Backing up your work

A strategy for backing up your work is essential. You will spend a considerable amount of
time preparing your thesis, so it makes sense to protect it. It is not unknown for a thesis
to vanish because of disk or file corruption of one sort or another. This sort of heartbreak
can be avoided with a good backup strategy.
While writing, you may also want to keep copies of various drafts along the way. Since it
is easy to get confused over which is the most current draft, you should decide on a
strategy in advance to keep track. For example, you may want to save a copy of your
current document or chapter each week, incorporating the date into the title. This copy
should be kept as a backup and not worked on again. You could also make these older
copies read-only. Find a method that suits your style of working and stick to it.
For information on backing up your data, see:
http://www.ed.ac.uk/schools-departments/information-services/services/helpconsultancy/help-services/online-help-guidance/students/it-help/guides/backups
Submitting your finished document

You will find information about submitting your thesis at:
http://www.ed.ac.uk/schools-departments/academicservices/students/postgraduate-research/thesis-submission
If you are submitting an electronic copy of your document, you should create a PDF file.
PDF (Portable Document Format) is the global standard for producing a file that can be
shared with virtually anyone.
Microsoft Word includes a built-in PDF writer, allowing you to produce files that can be
opened in Adobe Reader.
From the File tab, you can choose Save As and change the file type to PDF, or click on
Export and on Create PDF/XPS.
Tip: If graphics or picture effects, such as shadows, do not

display correctly in the PDF, create it again, but this time, click
Options in the Save As or Publish as PDF or XPS dialog box, then
deselect ISO 19005-1 compliant (PDF/A).
1 Introduction
2. Working with your document

Viewing your document
While you are working on a document, you can view it in different ways. Each view is
appropriate for certain tasks or situations.
You can change views from the Views group on the View tab.
The most useful views are:

Print Layout
Shows how the document will look when printed. This is

normally the default view.
In this view, you will not be able to see formatting marks such
as page breaks and section breaks unless you display them
(see below).
Draft
Shows the structure of a document, such as page and section

breaks. It simplifies the layout and can speed up text entry.
You will not be able to see headers and footers, page
numbering, footnotes and images.
Displaying formatting marks

If you are working in Print Layout view, it is often useful to be able to see formatting
marks. It can help you identify problems with your layout, and also helps ensure that you
dont delete essential formatting by mistake. To display the marks, click the
Show/Hide
button
in the Paragraph group on the Home tab.
The most common formatting marks are:

Space characters
Inserted when you press the space bar, and represented by

a raised dot, for example, space.between.words.
Paragraph marks
Paragraph breaks, represented by . You will see one at

the end of each paragraph. Note that a paragraph can be
any length, even a single word.
Line breaks
Line breaks are inserted by holding down [Shift] and

pressing [Enter], and represented by a right-angle arrow
.
Tabs
Inserted when you press the [Tab] key, and represented by

an arrow .
2 Working with your document
Pagination breaks
Breaks can be page, column or section:
Note: Formatting marks only display on-screen they will not

appear in your printed document.
Zooming in and out

You can change how much of your document you can see on the screen by using the
Zoom slider on the status bar:
You can also choose a setting from the Zoom group on the View tab:
Note: If you have changed the zoom setting, and then saved the
document, it will always open in that setting.
2 Working with your document
3. Formatting your document

Working with styles
What is a style?
A style is a predefined set of formatting specifications that can include both font and
paragraph settings. When you apply a style, Word formats the text according to how the
style has been defined.
Using styles has several benefits:
Speed a single click rather than having to apply attributes separately
Consistency text is formatted in the same way throughout
Ease of modification modify the style and all the text formatted with the style
changes
Access to time-saving features you can use Words powerful automatic functions,
such as tables of contents, navigation pane, heading numbering and crossreferences
Style types
Word includes a range of built-in styles. There are two main types:
Paragraph
Applied to an entire paragraph. As well as text formatting, this style

includes paragraph formatting such as spacing and alignment.
Paragraph styles are indicated by the symbol .
Character
Applied to selected text. This style includes font formatting only, for
example, italic, bold or underline. Word indicates character styles with
the symbol .
Word also includes a linked style, indicated by the symbol

. A linked style can be
applied to an entire paragraph or to selected text only. When you apply it to selected text,
none of the paragraph formatting is used, only the font formatting it behaves like a
character style.
Why use a linked style? In publishing, it is used to create run-in headings where only
the first few words in a paragraph are formatted. In a thesis, you could use it where you
only want part of a heading to appear in a table of contents. Select the text to appear in
the contents and apply the linked style, and then manually format the rest of the heading
text to match the style.
Styles and navigation

If you have used styles, you can use the Navigation pane to move around your
document quickly. Clicking on a heading in the pane will take you directly to the location.
You can also reorganise your document easily by dragging and dropping entire sections.
To display the pane, click on the View tab and select Navigation Pane in the Show
group.
3 Formatting your document
Task 3.1
Applying a style using the Styles gallery
Word displays the most commonly used styles in the Styles gallery on the Home tab.
This is a fast way to apply
styles to your text as you
work.
Try this
1.
Click on the File tab, and Open, then click Computer and Browse.
2.
In My Documents, navigate to the folder Thesis 2013 Practice files and open
the document thesis_1.docx.
This document contains an introductory section (contents, preface, acknowledgements,

abstract), and the first chapter. First, youll move to the start of chapter 1.
3.
Navigate to page 6.
4.
Click anywhere in the first paragraph Spatial ability introduction and literature
review (dont select any text).
Note that a paragraph can be any length multiple lines, a single line or even a single
word.
5.
On the Home tab, click on Heading 1

group.
in the Styles gallery in the Styles
Heading 1 is a paragraph style; therefore the formatting is applied to the entire

paragraph without you having to select the text first.
6.
Scroll down to the paragraph beginning However, Linn and Petersons and
select the text Linn and Petersons.
7.
Click on the More button
at the Styles gallery and apply the style Strong.
This is a character style that applies specific attributes to selected text only.
Tip: In most cases, you wont need to use a character style. If

you are making text bold or italic, simply use the buttons in the Font
group on the Home tab instead.
Task 3.2
Applying a style using the Styles pane
You can apply styles as you work using the Styles gallery. However, to see everything
thats available, you will need to use the Styles pane.
Buttons at the bottom of the pane allow you to create new styles,
inspect the formatting of a style and manage your styles.
You can change which styles you see in the pane through
Options. From the Style Pane Options dialog box, you can
choose from:
Recommended Words predefined list of styles.
In use
Lists only the styles actually applied in the

current document.
In current
document
Lists the styles available for use in the

current document, including ones previously
applied.
All styles
Full list of styles.
Try this
1.
With the document Thesis_1.docx open, click on the dialog box launcher
Styles group on the Home tab to display the Styles pane.
2.
Click in Show Preview at the bottom of the Styles pane to select it.
in the
This shows you how styles will look when applied.

3.
Click on Options at the bottom of the pane.
4.
In the Style Pane Options dialog box, click on the down arrow at Select styles to
show, select All styles and click OK.
5.
Scroll through the Styles pane and examine the range of styles available.
6.
Click on Options again, and at Select styles to show, select In current

document. Dont close the dialog box yet.
7.
In Select how list is sorted, select Alphabetical.
This makes it easier to find specific styles in the Styles pane.

8.
In Select how built-in style names are shown, make sure that Show next
heading when previous level is used is ticked and click OK.
9.
Click anywhere in the second paragraph Introduction and overview.
10.
Move your cursor to the Heading 2 style in the Styles pane and click on the style
name to apply it to the text.
You should now see Heading 3 in the Styles pane.

11.
Click in the paragraph What is spatial ability? and apply the Heading 3 style from
the Styles pane.
12.
Click in the paragraph Spatial ability tests and apply the Heading 4 style.
Task 3.3
Modifying a style
If dont like how a style looks when its applied, or it doesnt match the formatting
specifications you have to use, you can make changes through the Modify Style dialog
box. All the text formatted with the style is updated automatically.
You can make basic changes in the
Formatting section.
To access the full range of formatting options
use the Format button at the bottom.
Try this
13.
On page 6, click anywhere in the top heading Spatial ability introduction and
literature review.
14.
Move your cursor to Heading 1 in the Styles pane and click on the down arrow
that appears.
15.
Select Modify to display the Modify Style dialog box.
16.
In the Formatting section, click on the down arrow at the font type and choose
Arial.
17.
Click on the down arrow at the font size and choose 18.
18.
Click on Bold.
19.
Click on the down arrow at the font colour and choose Black, Text 1 (top row
under Theme Colors).
20.
Click on the Format button and select Paragraph.
21.
Under Spacing, use the spinner arrows to set Before to 0 pt and After to 12 pt.
22.
Click the down arrow at Line spacing and choose Single.
Because you are using the Spacing options to control the space, Line spacing can be
set to normal single line spacing.
23.
Click OK and OK again to finish.
10
24.
Move your cursor to Heading 2 in the Styles pane, click the down arrow and select
Modify.
25.
In the Formatting section, change the font type to Arial, the size to 16, click Bold
and set the colour to Black, Text 1.
26.
Click on the Format button and choose Paragraph.
27.
Under Spacing, set Before to 0 pt and After to 6 pt.
28.
Click the down arrow at Line spacing and choose Single.
29.
Click OK and OK again to finish.
30.
Note how text formatted with the styles has changed.
31.
Click Save.
Task 3.4
11
Creating a style
If you find you are repeatedly formatting text in the same way, you can save time by
creating a new style. For example, in a thesis you are likely to have quotations, which
should be formatted according to the University regulations, i.e. with single line spacing.
They are also normally indented from the margins.
There are two ways to create a style: one which applies the style directly to the text, and
another which simply displays the style in the Styles pane ready for use when you need
it. In this exercise, you will use the New Style button to apply the style directly.
You will use the Create New Style from
Formatting dialog box to set up the style.
Word uses the attributes of the text your
cursor is currently on as the basis for the
new style. You can add whatever
additional formatting you require.
Try this
1.
On page 6 click anywhere in the paragraph beginning The ability to imagine.
2.
Click on New Style

at the bottom of the Styles pane to display the Create
New Style from Formatting dialog box.
3.
In the Name box, type QUOTATION.
Use descriptive names for new styles so that you can identify them easily. Using upper
case also helps distinguish your own styles from Words built-in ones.
4.
Check that Style type is Paragraph.
5.
Check that Style based on is Normal.
Normal is Words default paragraph style. If you base a new style on an existing style,
any changes you make to the existing style will be reflected in the new style. This is
known as cascading styles, and is a quick way of making global changes to your
formatting. For example, in this case, if you changed the font type for Normal to Verdana,
the QUOTATION style would change to Verdana as well, because it is based on Normal.
6.
At Style for following paragraph, select Normal.
12
This setting means that when you finish typing your quotation and press the [Return]
or [Enter] key, you will once again be typing in the Normal style.
7.
Click on Format and select Paragraph.
8.
In the Indentation section, type 2 in Left and Right.
9.
In the Spacing section, set After to 18 pt.
10.
Set the Line spacing to Single.
11.
Click OK and OK again.
The new style has been applied directly to the paragraph, and now appears in the Styles
pane and in the Styles gallery.
Task 3.5
13
Creating additional heading styles
Later in this course you are going to modify your Heading styles to add numbering to
them. However, you might not want the headings in the front section (Preface,
Acknowledgements etc.) to be numbered as well. However, the font formatting should be
the same as the Heading 1 style. To achieve this, you can create a new style to use to
format the front section headings.
In this exercise, you will use another method to create a new style. This time, you will
use the Manage Styles option to create a style that is not applied directly to the text.
In the Manage Styles dialog box, make sure
the style you want to use as the basis is
selected.
Try this
1.
Click anywhere in the heading Spatial ability introduction and literature review
and make sure it has been formatted as Heading 1.
2.
Open the Styles pane if it is not already open, and click on Manage Styles
the bottom to display the Manage Styles dialog box.
3.
Click New Style to display the Create New Style from Formatting dialog box.
4.
In the Name box, type PREPAGES.
5.
At Style based on select (no style).
at
Since you are going to modify your Heading styles later to apply numbering, selecting
(no style) here will prevent the numbering being applied to your PREPAGES style as
well.
6.
At Style for following paragraph, select Normal.
Although Word uses the font formatting of the text, it does not bring through paragraph
settings, therefore they have to be set separately.
7.

14
8.
In the Spacing section, set After to 12 pt and Line spacing to Single.
9.
10.
Click OK to finish.
The style now appears in the Styles pane, but has not been applied to the text.
11.
Navigate to the front of the document, and apply the PREPAGES style to the
paragraphs Preface, Acknowledgements and Abstract on pages 3, 4 and 5.
12.
Click Save.
15
Creating lists and numbered headings

Working with lists
Word includes three list types:
Bulleted
Bulleted list items have no significant order, and are preceded by a

symbol.
Numbered
Numbered list items have a sequence or priority, and are preceded by

a number or a letter.
Multilevel
Multilevel list items can have numbers, bullets, or a mixture of both, and
have a hierarchy. This is also referred to as outline numbering.
To create a list, choose an option from the Paragraph group on the Home tab.
Creating numbered headings

Headings are a hierarchical structure of topics. In some schools and disciplines, you may
be required to number your headings to emphasise their relative importance. A typical
layout is in the format:
1. Heading
1.1 Heading
1.1.1 Heading
1.1.2 Heading
1.2 Heading
2. Heading
2.1 Heading
Word includes a library of predefined list layouts. To see the options, click on the Home
tab and on Multilevel List
to display the List Library.
Although it is possible to create numbered headings using any of the layouts, the easiest
way is to use one that is already linked to the built-in Heading styles. These will include
the style name in the thumbnail, for example:
If the layout isnt exactly what you want, you can customise it later using the Define new
Multilevel List option.
For the numbering to take effect, simply apply the Heading styles to the text.
Removing numbering from headings:
If you have applied a multilevel list, there is no easy way to remove the numbering if you
change your mind, or have made a mess of the formatting.
16
To remove numbering, open the Styles pane. Starting with Heading 1, click the down
arrow and select Modify. Click on Format, select Numbering and in the Numbering
Library select None. You will have to repeat this for every Heading style you have used.
Task 3.6
17
Creating numbered headings
Once you have modified your Heading styles with the formatting you require font type,
size, etc. you can apply a numbering layout from the Multilevel List Library.
Word includes layouts that have already been set
up to link to the built-in Heading styles you will see
the style name in the thumbnail, as in the layout
selected here.
You can customise these layouts if the numbering
format is not exactly what you want.
Try this
1.
Navigate to page 6 and click in the heading Spatial ability introduction and
literature review.
2.
On the Home tab, in the Paragraph group, click on the down arrow at the
Multilevel List button
3.
In the List Library section, select the numbering option 1, 1.1, 1.1.1 linked to the
Heading styles, as indicated in the picture above.
4.
Scroll down the page noting how the numbering has been applied to your
headings.
5.
Scroll to page 7, and apply the Heading 3 style to the paragraph Which species
show sex differences in spatial ability?
6.
Apply the Heading 2 style to the paragraphs Mechanistic explanations and

Alternative explanations.
To number a heading, all you need to do is apply the Heading style the numbering is
applied automatically.
18
Task 3.7
Modifying numbered headings
To change the format of the numbering in a multilevel list, always use the Define new
Multilevel list dialog box. Never use any other option. For this exercise, you are going to
include the text Chapter in the number format for the top heading level, and remove the
numbering from Heading 4.
From this dialog box, you can modify the
number format, and set the indentation for
both number and text.
The Link level to style option tells Word
the style to use to format the text at each
level. For a list that is already linked to the
built-in heading styles, level 1 is linked to
Heading 1, level 2 to Heading 2 etc.
Try this
1.
Scroll to page 6 and click in the heading 1 Spatial ability introduction and
literature review.
2.
Click on the down arrow at the Multilevel List button and select Define New
Multilevel List to display the Define new Multilevel list dialog box.
Although you have selected Define New Multilevel List, Word is actually modifying the
list you are currently in, rather than creating a completely new list. Confusing? Yes!
3.
Click on More>> to display all options.
4.
In Click level to modify, ensure 1 is selected.
Note that Heading 1 is displayed in Link level to style on the right. Each of the nine
levels of numbering is linked to its corresponding Heading style.
5.
Examine the settings for the Number format and Position.
6.
In Click level to modify, click on 2.
7.
Examine the settings for the Number format and Position again.
Position is where the indentation is set for both number and text. Never try to change
these settings from anywhere else but this dialog box.
8.
In Click level to modify, click on 1.
Now you are going to add the word Chapter to the number format for level 1.
9.
In the Enter formatting for number box, click in front of the number field
(highlighted in grey), type Chapter and press the space bar.
19
10.
Click on OK to close the dialog box and examine the heading.
11.
Note the position of the second line of the heading.
The second line is indented at the position set in the Define new Multilevel list dialog
box. You will now change this setting to line it up with the first line of the heading.
12.
Make sure your cursor is still in the heading Chapter 1 Spatial ability
introduction and literature review.
13.
Multilevel List.
14.
In Click level to modify, make sure you are in level 1.
15.
Under Position type 3.5 in Text indent at.
16.
Click on OK and note where the heading now wraps.
Next, you will remove the numbering for Heading 4.

17.
Make sure you are still in the heading Chapter 1 Spatial ability introduction and
literature review.
To ensure that the numbering remains stable, and that changes are applied immediately,
always start with your cursor in a paragraph formatted as Heading 1, regardless of the
level you are modifying.
18.
Multilevel List.
19.
In Click level to modify, click 4.
20.
In Link level to style select (no style).
The level 4 numbering is no longer linked to the Heading 4 style.

21.
Click OK to finish.
22.
Scroll down and click in the heading Spatial ability tests.
Note that the heading is still formatted as Heading 4, but is no longer numbered.
23.
Close the Styles pane.
Tip: If you delete the number field by accident, click in Enter

formatting for number, and at Number style for this level, select
1, 2, 3. The field is reinstated.
20
Task 3.8
Using the navigation pane
If you have applied the Heading styles, you can make use of the Navigation pane to
help you move around your document.
As well as jumping straight to a location, you can also
reorganise content quickly and easily by dragging
headings.
Try this
1.
Click on the View tab, and in the Show group, select Navigation Pane.
2.
In the pane, click on the heading Alternative explanations to jump to the location.
3.
In the pane, drag the heading Alternative explanations up to before Mechanistic

explanations.
The heading and all the content below it moves.

4.
Drag Alternative explanations back to its original position.
5.
Click Save.
Note: The navigation pane displays the Heading styles only,

therefore your new PREPAGES styles does not appear.
21
4. Adding content
Using tables
If you need to present information in rows and columns, a table is the obvious choice.
Even if you only need a few rows, tables are easier to use than tabs, and less likely to go
wrong.
Word includes options for creating basic tables you can format yourself, or you can
choose from a library of built-in styles.
Formatting and structuring your table

If you have created a basic table from the Insert tab, you can use the Table Tools
Design tab to change the formatting.
You can apply a built-in style from the Table Styles gallery, and also add your own
shading and borders.
The selections you make in the Table Style Options group will determine how your table
looks, and what you see in the gallery. For example, if you deselect Banded Rows,
Word will not display styles with alternately shaded rows.
To change the structure of your table, use the Table Tools Layout tab.
There are tools to insert and delete rows and columns, merge and split cells and change
the alignment of text.
A useful option here is AutoFit in the Cell Size group. If you have a table you want to fit
neatly onto a page, select AutoFit to Window. The table is resized to fit between the
page margins.
Another option you may want to use is Repeat Header Rows in the Data group. This
forces the header row to repeat on each page if the table splits across pages, making it
easier for the reader to navigate your table.
Inserting data from Excel

Although Word does include an option to create formulas in a table, it is much easier to
perform any calculations in Excel, and then copy and paste the data into your document.
To insert a copy of the Excel content, you can use a simple copy and paste. However,
another option is to insert the content as a linked object. This allows you to continue to
work with the content in the source application without having to repeat the copy and
4 Adding content
22
paste operation. If you edit the data in the source file (Excel), the destination file (Word)
is updated as well.
The disadvantage of linking is that if you move or rename the source file, the link will
break, generating an error message. If you are sending your Word file to another person,
you can break the link yourself, which will avoid error messages. Once the link is broken,
however, the data in the Word file will no longer update.
4 Adding content
Task 4.1
23
Creating a linked table
If you are still working on your Excel figures, you can create a link between the
worksheet and your Word document using the Paste Options. If you change the figures
in the worksheet, the document is updated as well.
There are two linking options:
Link & Keep Source
Formatting
Pastes the data as a Word

table but with the formatting
from the Excel file.
Link & Use

Destination Styles
Pastes the data as a table, but

with Words default table
formatting (a basic grid).
Try this
1.
If you did not manage to complete the tasks in the previous section, open the file
thesis_2.docx from the Practice files folder, otherwise continue with the current
file.
2.
Click on Start and in Search programs and files, type Excel and press [Enter].
3.
Click on the File tab, and Open, then click Computer and Browse.
4.
In My Documents, navigate to the folder Thesis 2013 Practice files and open
the file chapter 1_data.xlsx.
This is the source file.

5.
Select from cell A1 to cell F10 and on the Home tab, click Copy.
6.
Use the Word icon on the taskbar at the bottom of the screen to return to the thesis
document.
7.
Hold down [Ctrl] and press [End] to move to the end of the document, and press
[Return] or [Enter] to create a new paragraph after the table.
Make sure you have at least one blank paragraph between tables before you paste,
otherwise Word will attempt to join them together.
8.
On the Home tab, click on the down arrow at Paste to display the Paste Options
gallery.
9.
Move your cursor over both link options to see how each will look then select Link
& Use Destination Styles.
The copied cells display as a simple Word table, but the contents are now fields rather
than text.
10.
Click anywhere in the table, then on the Table Tools Design tab.
11.
In the Table Styles group, click on the More button and under Grid Tables,
choose Grid Table 4 - Accent 1 (2nd column, 4th row).
4 Adding content
24
12.

In the Table Style Options group, deselect Banded Rows and First Column.
The table design changes.

13.
Click on the Table Tools Layout tab, and in the Cell Size group, click on AutoFit
then select AutoFit Window.
The table expands to fit the page the page is the tables window.
14.
Click in the first row of the table and in the Data group, click on Repeat Header
Rows.
15.
Scroll to the next page to check that the header has repeated.
Now you will update the Excel figures.

16.
Open the Excel worksheet again.
17.
Click in the cell A2, type 1.2 and press [Tab] to move away from the cell.
18.
Return to the Word document, and examine the cell A2 in the table. If the data has
not updated automatically, right-click in the table and select Update Link.
Note that the repeated header row has now disappeared. Unfortunately, Update Link
does remove some formatting options, so always check your table after updating it.
19.
Click in the first row of the table and on the Table Tools Layout tab, click on
Repeat Header Rows again.
Note: Only cells within the original copy range will be updated. If
you insert rows or columns in the Excel file, you will have to repeat
the copy and paste with the new range. However, if you do know how
many rows and columns you will eventually want, an alternative is to
hide the ones you dont want to appear in Word yet, then copy and
paste the range as a link. As you unhide rows and columns in Excel,
they will appear in Word when you update the link.
4 Adding content
Task 4.2
25
Breaking links
If you send a document containing linked objects to others, the links will break since the
file locations have changed. Recipients will receive an error message when the file is
opened, although they will still be able to read and edit the document. To avoid the error
message, you can break the links manually through the Links dialog box. This is
something you will want to do with your final version.
If there are several links, they
will be listed in the order they
appear in the document.
Try this
1.
With your Word document open, click on the File tab.
2.
On the Info page, click on Edit Links to Files at the bottom right to display the
Links dialog box.
The Edit Links to Files option only appears if there are linked objects in the document.
If you cant see it, then you didnt use the link option to paste the cells.
3.
With the entry selected, click on Break Link and on Yes to confirm.
With the link broken, any changes you make to the Excel file will not be reflected in the
Word document, but you can send the document without recipients receiving error
messages.
4.
Return to your document text.
Note: If you want to delete a linked object from your Word

document, you must first break the link. Deleting the object itself does
not remove the link. Word will display an update prompt whenever
you open the file, even though the object is no longer there.
4 Adding content
26
Working with images

Images can be pictures from Microsofts clip art gallery, or files you have sourced
elsewhere. Word supports a wide range of formats.
If you are looking for a specific image, there are a number of online libraries you can use:
Flickr Creative
Commons
Free photography.
You must include an
attribution.
https://www.flickr.com/creativecommons/
iStockphoto
Wide range of
photographs, audio
and video. There is a
small charge.
http://www.istockphoto.com/
JISC MediaHub
Free images for use

in learning, teaching
and research only.
Information Services
Library resources
list of image
databases.
http://jiscmediahub.ac.uk/
IS image
databases
http://edin.ac/11ToMU3
If you are using an image other than one you have downloaded from a library or created
yourself, make sure you are aware of the copyright restrictions. If you see a picture you
like on a website, do not be tempted to use the browsers Save Target As or Save
Picture As options to make a copy since you are likely to be breaching copyright.
Editing images
Word includes a range of image editing tools on the Picture Tools Format tab.
You can adjust colours, apply styles and effects, and even remove backgrounds. Be
careful when applying special effects its easy to overdo it!
Placing images: inline versus floating

When positioning images, they can be either inline or floating. An inline image
becomes a character in a paragraph and can only be dragged into another paragraph. All
images inserted or pasted into a document are inline by default.
A floating image can be dragged anywhere on the page, and text will wrap around it.
Inline images are easier to work with since they will stay with their paragraph and only
move where it moves. Images with text wrapped around them may look nice, but do not
always stay where they are put. Understanding object anchors will help you control a
floating images position. Although an image is floating, it still anchors itself to the
nearest paragraph. The anchor indicates the paragraph the image has attached itself to
the image will move with that paragraph.
4 Adding content
Task 4.3
27
Positioning an image
You can position an image with or without text wrapped around it. An image that allows
text to wrap is referred to as floating; one that does not allow wrapped text is an inline
image. An inline image is treated as a character in a paragraph, and can only be dragged
into another paragraph. A floating image can be dragged anywhere on the page;
however, it will also anchor itself to the nearest paragraph and move with that paragraph.
You can control wrapping by clicking on the Layout Options button
to display the
most common settings. You can also use the Wrap Text option on the Picture Tools
Format tab.
When you insert an image, by default it appears as In Line with
Text. If you choose one of the other options, it becomes a
floating image. To help you with positioning a floating image,
Word displays an object anchor, and alignment guides appear as
you drag it.
Try this
1.
Navigate to page 7 and click in the empty line after the paragraph beginning
Mental rotation test.
2.
Click on the Insert tab, and in the Illustrations group, click on Pictures.
3.
In the panel on the left, click on Documents, under Libraries.
4.
In the Documents library, navigate to the folder Thesis 2013 Practice files.
5.
Click on the file mental_ rotation.jpg and click Insert.
6.
Click on the Layout Options button

selected.
7.
Select Square from the With Text Wrapping options.
and note that In Line with Text is
The image is now floating and you should see the anchor icon
8.
Close the Layout Options callout.
4 Adding content
28
9.

Drag the image up and down and watch how the anchor moves.
This indicates the paragraph the image has anchored itself to. You should also see
alignment guides to help with positioning. Note: if you cant see the guides, click on the
Page Layout tab, click on Align and select Use Alignment Guides.
10.
Drag the image so that it is below the paragraph beginning Mental rotation test
the anchor should be in the margin.
11.
Click on the Layout Options button
and choose In Line with Text.
The image should return to its original position and is again inline.
12.
Close the Layout Options call-out window.
13.
Click on the Home tab, and in the Paragraph group, click on Center.
Because the image is part of the paragraph, you can use the paragraph settings to
position it.
14.
Click on Align Left in the Paragraph group move the image back to the margin
again.
Tip: Most problems with images are with positioning them they
do not always stay where you want them! Unless you have a very
good reason to wrap text around an image, the In Line with Text
setting makes it easier to control where your image is. If you need to
place images side-by-side, try using a table and inserting the images
into the cells.
4 Adding content
29
Creating captions
A caption is an explanation or description of an object in your document, such as a table,
diagram or image.
Rather than type in captions manually, use Words caption feature, which includes
automatic caption numbers. It will also allow you to build a table of figures easily, and
even create cross-references.
A caption is made up of two parts:
Label
This identifies the type of object. Word provides three default labels
table, figure and equation, but you can add labels of your own, such
as chart, image etc.
Number
The number is applied automatically, and is updated as you add or

delete captions. You can also enter a description of the object directly
into the box.
4 Adding content
30
Task 4.4
Inserting captions
Captions should be inserted using Words Insert Caption function and not simply typed
in manually.
Choose your Label type from the drop-down
list. Positioning can be above or below the
object.
If you dont like Words default labels, you
can create your own using the New Label
option. For example, you could add the
labels Chart, Diagram or Fig.
Try this
1.
Make sure the image below the paragraph beginning Mental rotation test is
selected.
2.
Click on the References tab and in the Captions group, click on Insert Caption.
3.
Click on the down arrow at Label and select Figure if it is not already selected.
4.
In Caption, click after Figure 1 and type

: Mental rotation test
5.
At Position, ensure Below selected item is selected.
Although it is possible to change the position of the caption, it is better to retain Words
default setting since this activates the keep with next paragraph setting which prevents
the caption and the object separating across pages.
6.
Click on OK to finish.
7.
Click on the second image and repeat steps 2 to 6 to add the caption
: Embedded figures test
8.
Scroll down to page 8 and click anywhere in the table beginning Hypothesis.
9.
Click on Insert Caption.
10.
Click on the down arrow at Label and select Table.
11.
In Caption, click after Table 1 and type

: A summary of the evolutionary hypotheses
12.
At Position, ensure that Above selected item is selected.
Note that captions for tables appear in a different position to those for figures. Again,
unless you need to change it, leave this setting at the default.
4 Adding content

13.
Click on OK to finish.
14.
Click in the table beginning Block 1 and repeat to add the caption
: Reference memory errors data table.
31
Note: If you insert a caption for a floating image, the caption

appears in a text box, which is also floating. This can lead to all sorts
of problems! If you must have a floating image, keep the image and
caption together by selecting them both, then on either the Picture
Tools or Drawing Tools Format tab, click Group Objects
select Group.
and
Tip: Caption text is formatted using the Caption style. If you

dont like how it looks, you can modify it.
4 Adding content
32
Task 4.5
Editing caption numbering
You can change the numbering format for captions, even after you have inserted them. If
you have numbered headings, you can add the chapter number to the caption number.
From the Caption Numbering dialog box,
select the Heading style the numbering is to be
taken from, and the separator you require.
Try this
1.
On page 9, select the caption for Table 2. To ensure you select the full caption,
move your mouse to the left of the caption until the cursor changes to , then click.
2.
Click on Insert Caption on the References tab.
3.
Click on Numbering, and in the Caption Numbering dialog box, click Include
chapter number.
4.
Ensure that Chapter starts with style is set to Heading 1 and click OK and OK
again to finish.
5.
Scroll up to page 7 and select the caption for Figure 1.
6.
Repeat steps 2 to 4 to change the numbering for the Figure label to include the
chapter number.
All existing captions using the Table and Figure labels will be updated to include the
chapter number. If you insert captions with a different label type, you will need to modify
the numbering to include the chapter number in these as well.
7.
Click Save.
Note: You cannot change the location of a caption once you

have inserted it. You will have to delete it and reinsert.
4 Adding content
33
Creating references
Words referencing tools include footnotes, endnotes and cross-references. You can also
insert bookmarks that can be used for navigating around your document.
Using footnotes
Footnotes are used to provide explanatory information you do not want to include in the
main body of the text. They consist of a reference mark in the body of the document, and
the corresponding text, usually at the bottom of the page.
University regulations recommend that footnotes are typed in single spacing at the
bottom of the page. Words Footnote Text style, used automatically when you create a
footnote, is already defined in this way.
Using endnotes
Endnotes are used to cite sources, and appear at the end of the document. Although
Word includes a function to insert endnotes, the University recommends that you use the
bibliographic application, EndNote.
Why use EndNote?
EndNote is a database application that allows you to create your own library of
references, and format citations with the Cite While You Write tool.
EndNote can import bibliographic records and other data from a variety of online services
and library databases. It can also act as an online search tool, directly searching online
bibliographic databases and retrieving the references into EndNote.
Note: EndNote is not covered on this course. The University runs

a regular Managing Bibliographies with EndNote session. Check
the MyEd Event Booking channel for dates, or see the IS skills
website at www.ed.ac.uk/is/skills.
Creating cross-references
A cross-reference allows you to refer to related information elsewhere in the same
document. You can include elements such as a paragraph number, heading text or page
number, which Words cross-reference function will insert and update automatically.
Word inserts a cross-reference as a hyperlink, so that, if you are reading the document
on-screen, you can jump directly to the location.
4 Adding content
34
Task 4.6
Creating and deleting footnotes
You can insert footnotes directly by clicking Insert Footnote on the References tab, or,
if you want to change the formatting or position, you can use the Footnote and Endnote
dialog box.
From here, you can control where the footnote appears
and the format for the numbering. Check with your School
before changing the number format, since some may have
their own specifications.
Try this
1.
Navigate to page 6 and click at the end of the quotation.
2.
Click on the References tab and in the Footnotes group, click on Insert
Footnote.
A footnote reference appears in the text, and your cursor jumps to the footnote area at
the bottom of the page.
3.
In the footnote area, type:

Other definitions can be found in Halpern, 1991
4.
Move up to the first paragraph after the heading 1.1 Introduction and overview,
and click after cognitive abilities at the end of the first sentence.
5.
Click the dialog box launcher

and Endnote dialog box.
6.
Examine the options available.
7.
Check that Footnotes is set to Bottom of page, and Number format is set to 1, 2,
3, and click Insert.
8.
In the footnote area, type:
in the Footnotes group to display the Footnote
For example, Kimura and Mealey

Word renumbers the footnote references automatically.
9.
In the body of the document, highlight the number for the footnote you have just
created and press [Delete].
4 Adding content

10.
35
Scroll to the bottom of the page and check that the footnote has been removed.
Footnotes can only be completely removed by deleting the reference number in the
document, not by deleting the text in the footnote itself.
4 Adding content
36
Task 4.7
Creating cross-references
You can create a cross-reference to a range of item types, including numbered lists,
headings, bookmarks, footnotes, endnotes, equations, figures and tables, by using the
Cross-reference dialog box.
Note that reference type items must have
been created using one of Words
functions, such as styles, numbering or
captions, not simply have been formatted
manually or typed in.
Try this
1.
On page 6, locate the heading 1.1.1 What is spatial ability? and click after the
end of the paragraph that follows.
2.
Press the spacebar, type See then press the spacebar again.
3.
Click on the References tab and in the Captions group, click on Cross-reference
to display the Cross-reference dialog box.
4.
At Reference type, select Figure, and in For which caption, click on Figure 1-2:
Embedded figures test.
5.
At Insert reference to, select Only label and number.
6.
Click Insert. Leave the dialog box open.
The figure label (Figure 1-2) appears in the text. This is a field, and will display
highlighted in grey when you click on it.
7.
In the text, click after the figure label field, press the spacebar and type on page,
then press the spacebar again.
8.
Make sure For which caption is still Figure 1-2: Embedded figures test.
9.
In Insert reference to, select Page number and click Insert.
10.
Click Close to finish.
11.
Enter a full stop to complete the sentence.
12.
Click Save.
4 Adding content
37
5. Structuring your document

Using section breaks
You can change the structure of your document in different ways. For example, you
might need to include a large diagram or table that will only fit on a landscape page, or
you might want different header or footer text at different points. This is achieved by
splitting your document into sections that you can format independently.
There are several types of section break:
Next page
The new section starts on the next page.
Continuous
The new section starts on the same page. Use this where
you want different formatting on a single page, such as
columns in one part and margin to margin text in another.
Even page or Odd page
The new section starts on the next even- or odd-numbered

page. This is normally only used when printing doublesided, since it will create blank pages depending on the
number of pages in the section.
If you are working in Print Layout view, it is a good idea to be able to see your section
breaks, so that you do not delete them accidentally. On the Home tab, click on the
Show/Hide button
to display formatting marks. Section breaks appear as double
dotted lines, and indicate the type of break:
You can customise the status bar at the bottom of the screen to display the number of
the section you are working in so that you can keep track of where you are. You can also
display the page number as shown on the page itself (formatted page number), as well
as the physical page number.
Using headers and footers

Headers and footers are areas at the top and bottom of a page that you can use to
display text, page numbers and even text boxes, tables and images.
By default, content entered in a header or footer appears on every page. Inserting
section breaks allows you to change the formatting and content for each section. For
example, you can include the title of each chapter. This is done by unlinking sections
from each other and then formatting them separately.
5 Structuring your document
38
Task 5.1
Inserting section breaks
The first step is to split your document into sections so that you can change the headers
and footers at different points. You will find section breaks on the Page Layout tab.
The options are: Next Page, Continuous, Even
Page and Odd Page.
You will only ever use the even and odd page section
breaks when printing double-sided since they will
produce blank pages.
Try this
1.
file.
2.
Press [Ctrl] and [Home] to move to the beginning of the document if you are not
already there.
3.
Click on the Home tab, and in the Paragraph group, click the Show/Hide
button
, if it is not already selected.

You will now be able to see the formatting marks, including page and section breaks.
4.
Move to page 2, the Contents page.
5.
Click in the margin to the left of the page break to select the break and the
paragraph mark, and then press [Delete] to remove them.
6.
With your cursor at the beginning of the heading Preface, click on the Page
Layout tab and in the Page Setup group, click on Breaks.
7.
Select Next Page.
8.
Scroll to the end of the Abstract section on page 5, delete the page break and
insert an Odd Page section break.
The main body of the document will now start on an odd (right-facing) page.
39
9.
Right-click anywhere on the status bar at the bottom of the screen to display the
Customize Status Bar options.
10.
Click to the left of Section to select it, then click away to close the options box.
The section number appears on the far left of the status bar. You should now have three
sections in the document.
40
Task 5.2
Creating different section headers and

footers
When you create a new section it is linked to the previous section by default, and the
content and formatting of headers and footers is carried forward. If you are editing the
header or footer, you will see the label
on the right.
To change what appears in a sections header or
footer, you must separate it from the section before
by unlinking it. This is done by using the Link to
Previous option on the Header and Footer Tools
Design tab.
Try this
1.
If you are not already there, navigate to page 7, which is your first chapter and
section 3 of the document, and click anywhere on the page.
First, youll create the header for the main body of the document this will display the
title of the thesis.
2.
Click on the Insert tab and in the Header & Footer group, click on Header.
Although Word includes a gallery of Built-In headers, you will create your own from
scratch.
3.
Select Edit Header from the menu at the bottom.
Since you want the text you are going to enter to appear from this point forward only,
youll unlink this header from the header in the previous section.
4.
In the Navigation group, click on Link to Previous to deselect it.
The Same as Previous label disappears indicating the headers are no longer linked.
5.
Press [Tab] twice to move your cursor to the right margin and type Sex
differences in spatial ability.
6.
In the Navigation group, click on Go to Footer.
Now, you are going to create the footer for the main body of the document.
7.
Click on Link to Previous in the Navigation group to deselect it.
Headers and footers are linked and unlinked independently. Although you unlinked the
header, you still have to unlink the footer as well.
8.
With your cursor in the footer, type Chapter 1 Spatial ability introduction and
literature review at the left margin.
9.
Press the [Tab] key to move to the right margin.
41
The footer includes a centre tab and a right tab. The position of these is defined in the
built-in Footer style.
10.
In the Header & Footer group, click on Page Number, move your cursor to
Current Position and choose Plain Number.
The next step is to format the page numbering.
Note: Although there is a Bottom of Page option under Page

Number, this is based on paragraph alignment. If you select the
option for a page number at the right, you cannot insert any other
content on the same line.
42
Task 5.3
Formatting page numbers
You can change the formatting of page numbers from section to section. In a thesis, the
convention is to have an introductory section with the page number displayed as roman
numerals, and a main body with the number displayed as Arabic. The numbering in the
main body should also start on page 1. To do this, you will use the Page Number
Format dialog box.
From here, you can change the number format, include a
chapter number if you have used numbered headings, and
force numbering to start at a specific number.
Try this
1.
Make sure you are still in the footer for section 3.
2.
Click on Page Number and select Format Page Numbers to display the Page
Number Format dialog box.
3.
In the Page numbering section, click on Start at, check that the number is set to 1
and click OK.
Now youll set up the page numbering for the introductory section.
4.
In the Navigation group, click on Previous to move back a section. Make sure that
you are in section 2.
5.
6.
Press the [Tab] key twice to move to the right margin.
7.
Click on Page Number, move your cursor to Current Position and choose Plain
Number.
The page numbering format for this section should be Roman rather than Arabic
numerals, so you need to format it.
8.
Click on Page Number again and select Format Page Numbers to display the
Page Number Format dialog box.
9.
At Number format, choose i, ii, iii,
10.
In the Page numbering section, click on Start at, check that the number is set to i
and click OK.
11.
Click Close Header and Footer in the Close group.

12.
43
Scroll through the document examining the headers and footers.
You still need to create a footer containing the name of the degree on the title page. For
this, you will format the first section so that it has a different first page.
44
Task 5.4
Creating a different first page
If you want a section with different formatting in the header and footer on the first page of
the section only, for example, the title page of a document, you can use the Different
First Page option on the Header & Footer Tools Design tab.
The Options group allows you to create different
headers and footers for the first page, and also for odd
and even pages if you wish.
Try this
1.
Wherever you are in the document, click on the Insert tab.
2.
Click on Footer and select Edit Footer.
3.
Click on Previous on the Header & Footer Tools Design tab to move back to
section 1. Check that the tab on the left says Footer Section 1.
4.
In the Options group, click Different First Page.
This creates two headers and footers in the same section.

5.
Click Previous to move to the First Page Footer.
You should now see the tab
6.
Press [Tab] once and type Doctor of Philosophy The University of Edinburgh
2014.
7.
Double-click in the body of the document to close the footer.
8.
Scroll through the document again and check the layout.
The footer text appears on the first page only.
Task 5.5
45
Creating a landscape page
If you need to include a large table, picture or diagram, use section breaks to format part
of your document as landscape so that you can fit the content more easily.
If you have used the Current Position option to insert a page number at either the
centre or right tab in the footer, the number will not appear in the correct place on a
landscape page. This is because the position for the tab is determined by the Footer
style, and not by the page orientation.
You will have to re-align the number using the
Insert Alignment Tab command on the Header
& Footer Tools Design tab.
Try this
First, youll create a landscape section.
1.
Press [Ctrl] and [End] to move to the end of the document.
2.
Click on the Page Layout tab and insert a Next Page section break.
3.
On the Page Layout tab, click the dialog box launcher in the Page Setup group.
4.
Click on the Margins tab if you are not already there, and click on Landscape.
5.
Note the setting in Apply to at the bottom.
Because your document contains section breaks, the Apply to setting appears as This
section. All Page Setup options are automatically applied to the current section only.
This is why you dont need to unlink the section before changing the orientation.
6.
Click OK.
7.
Examine the header and footer. Note that the header text and page number are in
the wrong position, and the page number appears as 1.
Youll start by fixing the numbering. When you insert a new section break, it inherits the
settings from the section before it. In this case, you inserted a section break then
formatted the page number so that the main body of the document started at page 1,
therefore this new section also starts at 1.
8.
Double-click in the footer to edit it.
9.
10.
Click on Page Number in the Header & Footer group and select Format Page
Numbers.
11.
In the Page numbering section, select Continue from previous section and click
OK.
46
Next, youll change the position of the page number. It appears where it does because
the Footer style (used by default to format footers) includes specific settings for the
location of the centre and right tabs, and these do not change even if you choose a
different page orientation.
12.
Click just in front of the page number.
13.
In the Position group, click on Insert Alignment Tab, select Right and click OK.
The page number moves out to the right margin.

14.
Click Go to Header.
15.
Click Link to Previous to deselect it.
16.
Click in front of the thesis title, then click Insert Alignment Tab, select Right and
click OK.
17.
18.
With your cursor in the landscape page, click on the Page Layout tab and insert
another Next Page section break.
19.
Click on Orientation in the Page Setup group and select Portrait.
Because the default is to apply a formatting change to the current section, you can
simply click on the orientation setting rather than having to open the Page Setup dialog
box.
You now have to remove the extra tabs from the header and footer in the new section.
20.
Double-click in the header of the new section to edit it.
21.
22.
Press [Delete] to remove the extra tab.
23.
Click Go to Footer.
24.
25.
Click after the text Chapter 1 Spatial ability introduction and literature review
and press [Delete] to remove the extra tab.
26.
Double-click in the document body to close the header and check the layout.
Task 5.6
47
Printing pages across sections
If you have a document with differently formatted page numbers in each section, you
must supply both the page and section numbers of the range you want to print. In a
document that contains more than one page 1, Word does not know which page 1 to
print.
You can display the section and page numbers in the status bar at the bottom of the
screen:
Formatted page number refers to the page
number as displayed in the document footer;
Page number is the physical page.
Formatted page
number
Section
Page
number
Try this
1.
Right-click on the status bar and check the entries for Formatted Page Number,
Section, and Page Number. Click any that are not already selected.
2.
Click away from the Customize Status Bar menu to close it.
3.
Press [Ctrl] and [Home], scroll forward to Abstract and click in the heading.
4.
Note the formatted page number and the section number. You should be at page
iii in section 2.
5.
Page forward to the start of Chapter 1, click in the heading and note the formatted
page number and the section number. This should be page 1 in section 3.
6.
Click the File tab and on Print.
7.
Under Settings, click the down arrow at Print All Pages and select Print Custom
Range.
8.
In Pages, type in the range p3s2-p1s3 but do not print. Note the format of the
range: p is the formatted page number and s the section number.
Although the Formatted Page Number is displayed in the footer as iii, you must enter
the print range in Arabic numerals, otherwise Word will not recognise it as valid.
9.
Click the left arrow at the top to return to document editing.
48
6. Bringing it all together

Proofing your content
Before creating your final document, make sure you have proofed your content
thoroughly.
Word includes AutoCorrect and AutoFormat options that will check and correct spelling
and grammar as you type. (If you want to see what corrections Word is making, click on
the File tab, select Options and choose Proofing.)
In your document, spelling errors are indicated by wavy red underlining and grammatical
errors by green. Word also checks for contextual errors their rather than there, for
example and indicates these with blue underlining.
You can correct an error as you go by right-clicking on it and choosing from the menu.
You can also spellcheck your whole document using the Proofing options on the
Review tab.
You should never rely on proofing tools, however, and should always check the
document yourself. Automatic tools do not pick up all errors. Its also a good idea to get
someone else to proofread your document for you they are likely to spot things that you
might miss.
If you have created separate files, it is easier to check them individually, rather than after
you have combined them into a single document.
Creating your final document

The safest way to write your thesis is to create separate files and bring them all together
at the end. You are less likely to lose work.
To minimise the amount of formatting you need to do, create a document (using the
framework file) that incorporates the front section (table of contents, preface, etc.) and
also chapter 1. Format the heading styles as you want them to appear, including
multilevel list numbering if you are using it, and create any new styles you need.
To create the remaining chapters, you have two options:
1.
Use your initial document as the basis for your other chapters.
Delete everything in the document (having saved it first!), then click on File and
select Save As and give it a name. Use this master document to create each
chapter, making sure you always use the Save As option to avoid overwriting your
master.
2.
Use Words defaults.

Simply create a new blank document for each chapter using Words default
settings. You must apply the built-in Heading styles, but you dont need to modify
them or apply numbering. When you insert your chapter files, the headings will
take on the formatting and the numbering you created in the first file.
If you created styles you want to use in your chapters, you will need to copy them
6 Bringing it all together
49
into the new files. The easiest way to do this is to copy the text formatted with the
style (including the paragraph mark) and then delete it. The style itself will remain.
Note: If you have applied numbering to your headings, and have

formatted the captions in your initial document to include the chapter
number, you will need to format them the same way in all the chapter
files. If you use Heading styles without applying numbering in your
other files, you will get the error message: Error! No text of
specified style in document. This is because Heading 1 has no
number. However, you can simply ignore this the error message will
disappear when you update the captions in your finished document.
Inserting files
To bring your document together, you insert files; you do NOT copy and paste the text.
To insert a file, navigate to where the file is to be included, click on the Insert tab, click
on the down arrow at Object
and choose Text from File.
If you want to create different headers or footers for each chapter, you will need to use
section breaks. To do this:
1.
Move to the end of the first file and insert a section break (Next Page or Odd
Page).
2.
Insert the file for the next chapter.
3.
Unlink the header or footer, and edit as required. You may need to change the
page number format to Continue from previous section.
50
Task 6.1
Inserting files
To create your final document, you will insert one file into another from the Text group on
the Insert tab. Do NOT copy and paste the text.
Click on the down arrow at Object and select Text from File.
Try this
1.
file.
2.
Open the document chapter2.docx from the Practice files folder.
3.
Format the paragraph Learning differences as Heading 1.
You can simply use Words default settings for the Heading styles. When you insert the
file, the inserted text will take on the formatting of the destination file.
4.
Format the paragraph Introduction as Heading 2.
5.
Scroll to page 2 and apply Heading 2 to the paragraphs Radial arm maze
experiment and Results and analysis.
6.
Apply Heading 3 to the paragraph Maze.
7.
Save and close the file.
8.
Return to the thesis document and press [Ctrl] and [End] to move to the end of the
file.
9.
Click on the Page Layout tab and insert an Odd Page section break.
10.
Click on the Insert tab and in the Text group, click on the down arrow at Object
then select Text from File.
11.
Navigate to the file chapter2.docx, click to select it and then click Insert.
12.
Examine how the headings are now formatted.
The headings have taken on the formatting and the numbering you set up in the first file.
13.
Double-click on the footer to put it into edit mode.
14.
In the Navigation group, click Link to Previous to unlink the footer.
15.
Change the text at the left margin to Chapter 2 Learning differences.
16.
Check that the page numbering continues from the section before.
51
17.
18.
Press [Ctrl] and [End] to make sure you are at the end of the document.
19.
Repeat steps 9 to 11 to insert the file chapter3.docx.
20.
Double-click on the footer to put it into edit mode and click Link to Previous in the
Navigation group.
21.
Change the text at the left margin to Chapter 3 Oestrous cycle stage.
22.
23.
Make sure you are at the end of the document and examine the caption for the
figure at the bottom of the page.
The caption numbering is incorrect the chapter number has not updated automatically.
24.
Hold down [Ctrl] and press [A] to select the entire document.
Although you can update fields individually, selecting the entire document ensures that
all fields will be updated.
25.
Press [F9].
The caption now displays the correct chapter number.
52
Creating tables of contents and figures

Once you have inserted all your chapters, the final stage is to create a table of contents.
If you have included tables, images, diagrams or charts, you will also need to list them in
a table of figures.
The benefit of using Words Heading styles is that you can create a table of contents
automatically. Word will use the text formatted with the styles to build the table.
If you have used Words Insert Caption command, you can also create a table of figures
automatically.
Tables of Contents and Tables of Figures are inserted from the References tab. You can
specify what you want to appear in your tables, and modify how they appear.
Task 6.2
53
Creating a table of contents
If you have used Words Heading styles, you can create a table of contents automatically
using the Table of Contents dialog box.
From here, you can select the
numbers of levels to show, the
page number position and the tab
leader.
Try this
1.
Press [Ctrl] and [Home] to move to the start of the document, then navigate to the
Contents page and create a blank line below the heading.
2.
Click on the References tab and in the Table of Contents group, click on Table of
Contents.
Since you are going to modify the table of content, you will use the Table of Contents
dialog box rather than a built-in layout.
3.
Select Custom Table of Contents from the menu at the bottom.
By default, Word builds a table of contents using the text formatted as Heading 1,
Heading 2 and Heading 3.
4.
Click on the up spinner arrow at Show levels to increase the number of levels to 4.
5.
Click OK to create the table of contents.
54
Task 6.3
Modifying table of contents styles
Word uses table of contents (TOC) styles to format each level of text in the contents. You
can change how your table of contents looks by modifying these styles through the Style
dialog box.
There are nine TOC styles one for each level. Choose
one and click Modify to access the Modify Style dialog
box.
Try this
1.
Click anywhere in the table of contents, click on Table of Contents and select
Custom Table of Contents again.
2.
Click on the Modify button.
The Style dialog box shows the entries TOC 1 to TOC 9.

3.
Click on TOC 1 then click on Modify to display the Modify Style dialog box.
4.
Click on Bold under Formatting
5.
6.
Under Spacing, use the down spinner arrow to set After to 0.
7.
8.
Click on TOC 2 then click on Modify.
9.
Repeat steps 5 to 7 to set the After spacing to 0.
10.
Modify TOC 3 and TOC 4 in the same way.
11.
Click OK to exit the Table of Contents dialog.
12.
Click OK to replace the table of contents.
Tip: An alternative way to modify the TOC styles is through the

Styles pane. This avoids having to rebuild the table.
Task 6.4
55
Adding new styles to the table of contents
By default, Word uses only the text formatted with the built-in styles Heading 1 to
Heading 9 to build a table of contents. However, you can include any other styles from
your document, including ones you have created yourself.
Word automatically assigns the TOC level
based on the heading level, i.e. Heading 1
is at level 1 in the table of contents,
Heading 2 at level 2, etc. You can assign a
different level by typing in the number, as
well as assigning a level to other styles
you want to use to create the contents.
Try this
1.
Click anywhere in the table of contents, click on Table of Contents on the

References tab and select Custom Table of Contents again.
2.
Click on the Options button to display the Table of Contents Options dialog box.
3.
Scroll through the list of Available styles.
Note that the additional heading style you created PREPAGES is listed.
4.
At PREPAGES, click in the TOC level box and type 1.
Headings formatted with the PREPAGES style will appear at the same level as those
formatted as Heading 1.
5.
Click on OK and OK to finish.
6.
Click OK to replace the table of contents.
The headings from the introductory section now appear in the table of contents.
56
Task 6.5
Creating a table of figures
To create a table of figures, you must have inserted the captions using Words Insert
Caption function. A caption simply typed in manually will not appear.
You have to create a separate table for
each caption label you have used.
If you have modified the TOC styles in
the table of contents, you can modify the
Table of Figures style to match.
Try this
1.
Click after the table of contents, type Figures and tables and press [Return] or
[Enter].
2.
Click in the text Figures and tables, and apply the style CONTENTS, either from
the Styles gallery or the Styles pane.
3.
Create a blank line below the new heading.
4.
Click on the References tab, and in the Captions group, select Insert Table of
Figures.
5.
At Caption label, ensure Figure is selected and click OK.
6.
Click on Insert Table of Figures again.
7.
At Caption label, select Table and click OK.
Note: If you want to modify the style, click in the table and on
Insert Table of Figures, then click Modify.
Task 6.6
57
Updating tables of contents and figures
Ideally, you should not have to make any changes to your completed document once you
have inserted the chapters. However, if you do, you will have to update your table of
contents and table of figures. Note that the tables do NOT update dynamically when you
make a change to the documents content.
From the Update Table of Contents prompt, you
can update the page numbers only, or the entire
table. It is a good idea to always update the entire
table.
Try this
1.
In your table of contents, hold down [Ctrl] and, click anywhere on the entry for
Chapter 1.
A table of contents can also be useful for navigating around your document!
2.
Click at the beginning of the paragraph However, Linn and Petersons , create
a new line and type Spatial ability types.
3.
Apply the Heading 3 style to the paragraph.
4.
Click at the beginning of the heading Spatial ability tests and insert a page break
([Ctrl] and [Enter]).
5.
Press [Ctrl] and [Home] and page down to your Contents page.
6.
Click in the table of contents and on the References tab, click on Update Table to
display the Update Table of Contents dialog box.
As a shortcut, you can also click in the table and press [F9].
7.
Select Update entire table and click OK.
The new heading appears, and the page numbers have been updated. Note that this
only updates the table you are in, not the table of figures. To make sure all the tables are
accurate, you should update everything.
8.
Press [Ctrl] and [A] to select the whole document.
9.
Press [F9] to display the Update Table of Contents dialog box.
The dialog box will display for each table in the document.
10.
Select Update entire table and click OK each time.
11.
Click on File, select Save As and save the document as My complete thesis.
12.
Relax!
58
Tip: It is good practice to select the entire document and press

[F9] every time you save or print it to ensure all captions, crossreferences and any other fields have been updated. Note however,
that fields are updated in the order they appear in the document,
therefore changes to caption numbers will not appear in the table of
figures until you update it again!

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Producing a Thesis Using

Producing a Thesis Using Word 2013

2. Working with your document

3. Formatting your document

If you require this document in an alternative format, such as large print,

Producing a Thesis Using Word 2013

5. Structuring your document

6. Bringing it all together

Producing a Thesis Using Word 2013

Remember: It is your responsibility to check that your thesis

Planning your document

Producing a Thesis Using Word 2013

Using the framework document

Backing up your work

Submitting your finished document

Tip: If graphics or picture effects, such as shadows, do not

Producing a Thesis Using Word 2013

2. Working with your document

The most useful views are:

Shows how the document will look when printed. This is

Shows the structure of a document, such as page and section

Displaying formatting marks

in the Paragraph group on the Home tab.

The most common formatting marks are:

Inserted when you press the space bar, and represented by

Paragraph breaks, represented by . You will see one at

Line breaks are inserted by holding down [Shift] and

Inserted when you press the [Tab] key, and represented by

2 Working with your document

Producing a Thesis Using Word 2013

Breaks can be page, column or section:

Note: Formatting marks only display on-screen they will not

Zooming in and out

2 Working with your document

Producing a Thesis Using Word 2013

3. Formatting your document

Speed a single click rather than having to apply attributes separately

Consistency text is formatted in the same way throughout

Applied to an entire paragraph. As well as text formatting, this style

Word also includes a linked style, indicated by the symbol

Styles and navigation

3 Formatting your document

Producing a Thesis Using Word 2013

Applying a style using the Styles gallery

This document contains an introductory section (contents, preface, acknowledgements,

On the Home tab, click on Heading 1

in the Styles gallery in the Styles

Heading 1 is a paragraph style; therefore the formatting is applied to the entire

Click on the More button

at the Styles gallery and apply the style Strong.

Tip: In most cases, you wont need to use a character style. If

3 Formatting your document

Producing a Thesis Using Word 2013

Applying a style using the Styles pane

Lists only the styles actually applied in the

Lists the styles available for use in the

Full list of styles.

This shows you how styles will look when applied.

Click on Options at the bottom of the pane.

Click on Options again, and at Select styles to show, select In current

In Select how list is sorted, select Alphabetical.

This makes it easier to find specific styles in the Styles pane.

Click anywhere in the second paragraph Introduction and overview.